JCSM Shareware Collection 1996 September/JCSM Shareware Collection (JCS Distribution) (September 1996).ISO/acctfinc/taxforms.zip/TAXFORMS.DOC

Text File | 1993-11-17 | 23KB | 541 lines

                ANTHISTLE SYSTEMS & PROGRAMMING LTD.
                         563 Patricia Drive,
                         Oakville, Ontario,
                           CANADA L6K 1M4

                       Telephone [phone]


                                              15th. November, 1993


                     TAXFORMS.EXE DOCUMENTATION
                     ==========================

OVERVIEW
--------

TAXFORMS.EXE is the Nov. 1993 upgrade of a DOS program first
released November 1992 for the IBM PC XT / AT / PS2 / and 286, 386,
486 compatibles.  It requires 300K of memory, a hard drive, and
printer.  TAXFORMS.EXE is updated for the completely revised 1993
W-2 form and now has a Magnetic Media W-2 Reporting option.  It
provides all you need to handle that dreaded January task of issuing
W-2 and 1099-Misc forms.  You can enter, edit, sort, print, total,
etc. these forms.  You can use a pin feed or a laser printer, and
you can even print mailing labels if you prefer them to the special
window envelopes.

You can use it to handle multiple files of 1099's or W-2's, ideal
for an accountant who is doing client files as well as
for the individual employer.  Each file has its own configuration
record containing payer's name, address, tax ID numbers, choice of
screen colors, and for W-2's the Social Security and Medicare rates
and maximum earnings so we can warn you if any W-2's seem incorrect
in those areas.   Payer information only needs to be entered once
per file, it is copied into each 1099-Misc or W-2 in that file.  The
tax year is also a part of the configuration so that you know which
tax year this particular file belongs to (as you might build up
several years records over the course of time).


SAVING WORK NEXT YEAR
---------------------

The first year you will of course have to key everybody in, but in
subsequent years you may be able to save a little work if a high
proportion of last year's recipients are still there.  Before
starting next year's entries copy (from DOS) last years file to a
new file with a different name but same extension. Example
"copy smith93.099 smith94.099".  Start up TAXFORMS.EXE, select that
file (smith94.099) then select "CHANGE CONFIGURATION SET UP" to
change the tax year to 1994. Page through the file and for people
who are no longer there mark the VOID box with an X (they will not
be counted or processed). For those who are still there check the
addresses are still current and change the amounts for 1994.  Add
any new people. If there are too few 1993 recipients who are still
active to make this worthwhile then just start a new file for 1994
and key them all in again.


PAYROLL USA - THE ULTIMATE IN SAVING WORK
-----------------------------------------

Another way you can save work, and increase accuracy, is to purchase
our PAYROLL USA system.  It will create the W-2's for you with up to
date names and addresses and the correct amounts which will balance
to the 941's sent to the IRS.  It is an excellent payroll system
with all the features you will need (see file PAYUSA.TXT).  The fact
that you are doing W-2's and 1099-Misc forms manually means you
probably do not already have an adequate payroll system so treat
yourself to PAYROLL USA.  If you are an accountant doing client
files your job will be so much easier if you persuade them all use
the same payroll system (PAYROLL USA), (or you can use it to run a
payroll service as it can handle multiple files).

We are including a special offer for PAYROLL USA and TAXFORMS.EXE,
the two for the price of PAYROLL USA ($149.95) or you can send us
just $75.00 for TAXFORMS.EXE. (Both prices $75.00 higher, $224.95
and $150.00 respectively, if Magnetic Media W-2 Reporting is
required.)   If you work with self employed contractors you can
optionally record their pay in PAYROLL USA (and cut a pay check
for them) by switching off all the automatic tax calculations
(which can be done on an employee by employee basis). At the
present time PAYROLL USA creates only W-2's but we plan to modify
it so it creates a 1099 instead if the employee has no social
security and no medicare deductions.


MAGNETIC FILING
---------------

This 1993 version of TAXFORMS.EXE has an option for magnetic
filing of W-2's at an extra cost of $75.00.  This is a must for
larger companies (the IRS require it for 250 or more W-2's) and
it can also be used by smaller companies on an optional basis.

You still need the paper forms, but you do not submit the Copy A
if you are using magnetic filing, you send a diskette instead.

The following may be useful:


    MAGNETIC MEDIA INFORMATION EXTRACTED FROM SOCIAL SECURITY
          ADMINISTRATION FILE TIB4-1.ASC DATED 08-AUG-93
    =========================================================

   o Basic Authorization Record, see Page 13.  Note the change of
     name to "Basic Information Record."   No preliminary
     application or authorization is necessary to file W-2
     information on Magnetic Media to the Social Security
     Administration.

Where to File

If you are submitting W-2 Copy A files on tape or cartridge via
the United States Post Office, send the tapes or cartridges with
properly completed Forms 6559/6559A to:

    Social Security
    Administration
    AWR Magnetic Media
    Processing
    5-F-17, NB, Metro West
    P.O. Box 17282
    Baltimore, MD  21235

If you are submitting W-2 Copy A files on diskettes via the U. S.
Post Office, send the diskettes with the properly completed Forms
6559/6559A to:

    Social Security
    Administration
    AWR Magnetic Media
    Processing
    5-F-17, NB, Metro West
    P. O. Box 17747
    Baltimore, MD  21235

If you are submitting W-2 Copy A files on tapes, cartridges or
diskettes via a carrier other than the U. S. post office, send
them with the properly completed Forms 6559/6559A to:

    Social Security
    Administration
    AWR Magnetic Media
    Processing
    5-F-17, NB, Metro West
    300 N. Greene Street
    Baltimore, MD  21201

DO NOT SEND PAPER W-2s, W-3s, W-2c's, or W-3c's WITH A MAGNETIC
MEDIA FILE.


Use of Paper Forms

Employers whose wage and tax data will be submitted on
magnetic media must not send the same data to SSA on paper
W-2 Copy A forms.  If paper W-2 filing is necessary for
information which cannot be filed using magnetic media,
file Copy A of paper Forms W-2 with a transmittal Form W-3
and mail them to the address on the Form W-3.

NOTE:  A penalty may apply if you file paper W-2 Copy A
forms when your reports should be filed via magnetic media.
Agents reporting wage and tax data on magnetic media for one
or more employers should advise those employers not to
submit duplicate paper W-2 Copy A reports to SSA.

Submitting the same data on a magnetic media file and on
paper forms may result in the imposition of penalties by
IRS. However, filers can submit up to 250 paper W-2s
without penalty, even if they are required to use magnetic
media, in situations such as sick pay, executive salaries,
etc.  If paper W-2s (up to 250) are used in these situations, do
not submit the same W-2 data via magnetic media.

Requests for paper forms should be made to IRS at 1-800-829-3676.
They may also be purchased from many business supply firms.

 APPENDIX A:  TELEPHONE NUMBERS FOR THE SOCIAL SECURITY
ADMINISTRATION'S REGIONAL  MAGNETIC  MEDIA  COORDINATORS

Social Security personnel at these telephone numbers can give
callers information on how to submit W-2's OR W-2c's
on magnetic media.  THESE  ARE  NOT  TOLL-FREE  TELEPHONE
NUMBERS.

For instructions on filing paper W-2's/W-3's or any type of tax
information, extensions of time, or waivers, contact Internal
Revenue Service at 1-(800)-829-1040.


Calls from:    Telephone:
Alabama . . . .[phone](Atlanta)
Alaska. . . . .[phone]  (Seattle)
American Samoa.[phone](San Francisco)
Arizona . . . .[phone](San Francisco)
Arkansas* . . .[phone](Little Rock)
California. . .[phone](San Francisco)
Colorado. . . .[phone](Denver)
Colorado (24 Hours)  . . [phone]  (Denver)
Connecticut . .[phone](Boston)
Delaware. . . .[phone](Philadelphia)
Dist. Columbia.[phone](Philadelphia)
Florida . . . .[phone](Atlanta)
Georgia . . . .[phone](Atlanta)
Guam. . . . . .[phone](San Francisco)
Hawaii. . . . .[phone](San Francisco)
Idaho . . . . .[phone]  (Seattle)
Illinois. . . .[phone] (Chicago)
Indiana . . . .[phone] (Chicago)
Iowa. . . . . .[phone](Kansas City)
Kansas. . . . .[phone](Kansas City)
Kentucky. . . .[phone](Atlanta)
Louisiana-North*[phone](Shreveport)
Louisiana-South*[phone](Baton Rouge)
Maine . . . . .[phone](Boston)
Maryland. . . .[phone](Philadelphia)
Massachusetts .[phone](Boston)
Michigan. . . .[phone] (Chicago)
Minnesota . . .[phone] (Chicago)
Mississippi . .[phone](Atlanta)
Missouri. . . .[phone](Kansas City)
Montana . . . .[phone](Denver)
Nebraska. . . .[phone](Kansas City)
Nevada . . [phone](San Francisco)
New Hampshire . [phone](Boston)
New Jersey. . . [phone](New York)
New Mexico* . . [phone](Albuquerque)
New York. . . . [phone](New York)
North Carolina. [phone](Atlanta)
North Dakota. . [phone](Denver)
Ohio. . . . . . [phone] (Chicago)
Oklahoma* . . . [phone](Oklahoma City)
Oregon. . . . . [phone]  (Seattle)
Pennsylvania. . [phone](Philadelphia)
Puerto Rico . . [phone](San Juan)
Rhode Island. . [phone](Boston)
South Carolina. [phone](Atlanta)
South Dakota. . [phone](Denver)
Tennessee . . . [phone](Atlanta)
Texas-Central/South*.  [phone](San Antonio)
Texas-Dallas County*.  [phone](Dallas)
Texas-East* . . . . .  [phone](Shreveport)
Texas-North*. . . . .  [phone](Fort Worth)
Texas-Southeast*. . .  [phone](Houston)
                     **[phone]  (Houston)
Texas-West* . . . .. . [phone](Albuquerque)
Utah. . . . . .  [phone](Denver)
Vermont . . . .  [phone](Boston)
Virgin Islands.  [phone](San Juan)
Virginia. . . .  [phone](Philadelphia)
Washington. . .  [phone]  (Seattle)
West Virginia .  [phone](Philadelphia)
Wisconsin . . .  [phone] (Chicago)
Wyoming . . . .  [phone](Denver)


*  or Dallas [phone]
** Effective October 1, 1993

For questions regarding State filing, contact the State Revenue
Agency.


----- END OF EXTRACT FROM SSA FILE TIB4-1.ASC ------


MENU STRUCTURE (each indent is a further level deep)
----------------------------------------------------

F1  W-2 PROCESSING
    F1  USE AN EXISTING W-2 FILE
        F1  EDIT EXISTING W-2 FORMS
        F2  ADD MORE W-2 FORMS
        F3  SORT ON EMPLOYEE'S LAST NAME
        F4  SORT ON EMPLOYEE'S SOCIAL SEC.#
        F5  SORT ON ORIGINAL ENTRY SEQUENCE
        F6  PRINT W-2 FORMS OR LABELS
            F1  Print W-2 Forms
                F1  Print PIN FEED Forms
                    F1  Print ALL W-2 Forms for this file
                    F2  Printer problem, restart part way through
                F2  Print LASER Forms
                    F1  Print ALL W-2 Forms for this file
                    F2  Printer problem, restart part way through
            F2  Print Mailing Labels
        F7  MAGNETIC MEDIA W-2 REPORTING
        F8  CHANGE CONFIGURATION SET UP
    F2  CREATE A NEW W-2 FILE
F2  1099-MISC PROCESSING
    F1  USE AN EXISTING 1099 FILE
        F1  EDIT EXISTING 1099-MISC FORMS
        F2  ADD MORE 1099-MISC FORMS
        F3  SORT ON RECIPIENT'S FULL NAME
        F4  SORT ON RECIPIENT'S TAX ID#
        F5  SORT ON ORIGINAL ENTRY SEQUENCE
        F6  PRINT 1099-MISC FORMS OR LABELS
            F1  Print 1099 Forms
                F1  Print PIN FEED Forms
                    F1  Print ALL 1099 Forms for this file
                    F2  Printer problem, restart part way through
                F2  Print LASER Forms
                    F1  Print ALL 1099 Forms for this file
                    F2  Printer problem, restart part way through
            F2  Print Mailing Labels
        F7  CHANGE CONFIGURATION SET UP
    F2  CREATE A NEW 1099 FILE
F3  ORDER & LICENCE INFO, DOCUMENTATION
    F1  ORDER FORM BLANK (File ORDER.TXT)
        F1  Display ORDER.TXT on Screen
        F2  Print ORDER.TXT on Printer
    F2  PROGRAM DOCUMENTATION (File TAXFORMS.DOC)
        F1  Display TAXFORMS.DOC on Screen
        F2  Print TAXFORMS.DOC on Printer
    F3  YOUR LICENCE (USAGE RESTRICTIONS) (File LICENCE.TXT)
        F1  Display LICENCE.TXT on Screen
        F2  Print LICENCE.TXT on Printer
    F4  PAYROLL USA INFORMATION (File PAYUSA.TXT)
        F1  Display PAYUSA.TXT on Screen
        F2  Print PAYUSA.TXT on Printer
Esc EXIT FROM THIS MENU


Apart from the difference in the forms layout, the processing is
almost the same for 1099-Misc as it is for W-2's.  Differences are
that W-2's have verification of Social Security & Medicare entries,
and the name sort is on the last name (or word) on the name line
(which would normally be surname) whereas the 1099-Misc name sort is
on the entire name (because it might be a company name and surname
is not relevant).   Large W-2 files also are printed with extra sub
total W-2's per IRS requirements.

Helpful hints will appear on the screen where needed so not a lot of
documentation is required.  The best way to learn how to use the
program is to simply try it out.  We have included a couple of test
files for you to get a quick start in working with it.  If you do
not want to waste forms printing the test files do it on plain paper
or send the printer output to a disk file (as you will find out
TAXFORMS can print to any device or to a file).  Start new files for
your own people.

The window for selection of files will automatically expand as the
number of files grows.  Files are listed in the window in alphabetic
order. To select a file just move the highlight bar with the arrow
keys and press enter when it is on the file you want.

In the edit modes, to find a particular employee start at the top or
bottom of the file (depending which end you think that employee is
closest too) and page up or down.  You will find it quite quickly if
you hold down the PgUp or PgDn key.  We did not include an index and
direct access to named employees as the program is normally only
used on a seasonal basis and more than likely the employees will be
just entered and not looked at again.  Also you can sort employees
before searching if you think that would be faster.   If this
becomes a problem let us know and we will consider an improvement
for a future release.


FORMS
-----

Forms can be printed as often as necessary.  Printing forms has no
effect on the file.  Forms can be obtained from your favourite
business forms supplier or from

NELCO INC.
3130 South Ridge Rd.
P.O.Box 10208,
Green Bay,  WI 54307-0208

1-414-337-1000 VOICE
1-414-336-5130 FAX

Tell NELCO that Chris Anthistle of Anthistle Systems sent you.

- OR -

DELUXE BUSINESS FORMS,
1275 Red Fox Rd.,
P.O. Box 64181,
St.Paul, MN 55164-9635

For Ordering Information or FREE samples, Call DELUXE Toll Free,
1-800-328-0304

If FAXing FORMS ORDERS send them to 1-800-336-1112

IMPORTANT: For fastest service please mention keycode CO5778 when
placing forms orders with DELUXE (Letters CO, Numbers 5778).

You need "one wide" forms designed to official IRS spacing.  W-2's
are two to an 11 inch sheet (5 1/2 inches apart), two seperate
employees per sheet (traditional style), and 1099-Misc are 3 to an
11 inch sheet (3 2/3 inches apart), 3 seperate recipients per sheet.
If pin feed, carbonless is best for desktop printers (not so thick
as carbon interleaved). Some manufacturers have a pin feed twin set
which has half of the required copies in one set and the other half
in the next set to reduce thickness even more by printing twice.
Laser forms should be the type which have the text pre-printed, not
the blank sheets.  We print the data only, we do NOT draw the text
with the data in it.  On laser printers you will be printing all of
Copy A's in one pass, all of Copy B's on the next pass, etc.

If you are doing Magnetic Media W-2 reporting you can order the
version of the W-2 form that has no Copy A.

If printing 1099-Misc forms on a laser we recommend you try it out
on free sample forms first as the print area on a page of three
1099-Misc forms is greater than some laser printers can handle
(more than 60 print lines, print area more than 10 inches long).
You may need to dust off the old dot matrix printer and re-connect
it for printing 1099-Misc forms.


MAILING LABELS
--------------

We have two options, pin feed one wide 3 1/2 inch x 15/16 inch, or
laser sheets of 20 labels (2 wide by 10 deep) per 8 1/2 x 11 inch
sheet. Both are obtainable from your local stationary store.  In
January you might even find the W-2 and 1099 forms there too.


MICROSOFT WINDOWS VERS. 3.1
---------------------------

TAXFORMS.EXE is a DOS program, not a Windows program. However,
Windows 3.1 can run DOS programs and you can have icons for them,
include them in a group on the desktop, and start them by double
clicking on the icon in the same way as a windows program.  For
Windows users we have included an icon file (TAXFORMS.ICO ) and a
PIF file (TAXFORMS.PIF ).

These two files should be copied to your \WINDOWS directory.  Then,
to put TAXFORMS on your Windows desktop:

1. Double click on the Main program group so that group is active.
Double click on PIF Editor.  In the PIF Editor select file, open,
TAXFORMS.PIF then verify the directories we have set up are correct
for your installation (they will be if our install program was used,
but not necessarily so if you did it manually).  Change if
necessary.

      Command Line: C:\PAYPGMS\TAXFORMS.EXE
         { assuming this is the directory where the program is }
      Working Directory: C:\PAYPGMS
         { or whichever directory you want to keep data files in }

Click OK when done.

2. Double click on the program group you want TAXFORMS to be
included in so that group is active.

3. Click on the Windows Program Manager File (Menu Choice), then
click on New, select Program Item (unless you prefer to start a new
group in which case you can do that first here then repeat step 3 to
add the item).

4. Complete the required information,

      Description: ANTHISTLE TAXFORMS
      Command Line: TAXFORMS.PIF
      Working Directory:
         { leave blank as Windows will get it from the PIF }

5. Select Change Icon. You will be told there is none and to select
one from Program Manager, click OK then select Browse and towards
the bottom of the list select TAXFORMS.ICO, click OK, then a final
OK and you are done.

6. If you accidentally get out before doing item 5 you will get the
default MS-DOS icon (a monitor screen with MSDOS in it) but you can
go back and fix it by re-selecting Program Manager, File, then
Properties, then repeat step 5.  (This also works if you selected
the wrong icon by mistake the first time).

See your Windows manual in the event you get mixed up here.  Earlier
versions of Windows may differ - it may be necessary to take the
MS-DOS Prompt choice from the Main group and run TAXFORMS from the
DOS prompt, typing EXIT to return to Windows when you are done, (in
those earlier Windows versions).

You will find your mouse or the keyboard both work with the TAXFORMS
menu items (the mouse is trapped in a vertical bar along the
choices), and at those places where pressing any key is required to
continue (a mouse click will also do).  However, the mouse does not
(at this point anyway) work on the data entry screens or on the file
select menu, for those you need the arrow keys.


REGISTRATION (PAYING FOR USE)
-----------------------------

You received this program at little or no cost (copying or download
fee) on a "TRY BEFORE YOU BUY" SHAREWARE basis.  This is simply a
marketing method that lets us distribute without incurring
advertising and packaging costs, and dealer mark-ups.  The price you
pay reflects that, plus you get to try it out before you pay for it.
Even if you bought it in a retail store from a rack of low cost
software this is still true.

Please note that we, the authors of this program,  have so far
received no payment for its use.    We get nothing from ShareWare
disk distributors (including retail rack vendors) or from BBS
connect time charges. We are not a large faceless corporation who
will not suffer if you do not pay. We are small, and like you I need
money to live.  I don't make hundreds of thousands a year - like any
small businessman I get whatever is left over and in these
recessionary times it isn't that much. We are totally reliant on you
for support of this program through this "try before you buy"
marketing method. Please do the right thing and mail in your $75.00
or, if Magnetic Media W-2 Reporting is required, $150.00.

The program contains several reminders of this and advertising
material for a special offer on our Payroll USA.  You may find these
annoying, if so please bear with us.  It is necessary as past
experience has shown that many people need constant reminders before
they open their checkbooks.

Mail in your payment (use 40 cents postage to Canada) and we will
send you the latest Registered User version of TAXFORMS.EXE which
does NOT have these advertising / request for payment screens. You
will also be eligible for up to 30 minutes of telephone support (you
pay only for the regular long distance charges if you need to call)
and you will receive priority for upgrades if the IRS changes the
forms layout. You will also feel better using the program with a
clear concience, knowing that you have contributed to its
development cost and that you have a proper business relationship
with us and somewhere to call if you need help.

Note that you are licenced to use this program for a maximum of
30 days (evaluation period).  Use after that without payment is not
only unfair but is also illegal.  If you like it pay for it, if not
then delete it.


                       CHRISTOPHER ANTHISTLE,
                              PRESIDENT